Business Administrative Assistant

Business Administrative Assistant

At The Tustin Group, we believe strong relationships start with clear communication—because transparency builds teamwork, and teamwork builds trust. Trust is one of our core values.

We're seeking a highly organized and proactive Business Administrative Assistant to support our operations and keep everything running smoothly. In this role, you'll be the backbone of our team—managing schedules, coordinating tasks, and ensuring seamless communication across departments. If you're detail-oriented, thrive in a fast-paced environment, and want to contribute to a company where your work truly matters, we'd love to hear from you.

Here's what you can expect when you join our team:

• Medical, Dental & Vision Coverage – Your health matters to us, and we offer comprehensive plans to keep you and your family covered.
• Employer-Paid Short-Term & Long-Term Disability Insurance – Income protection when you need it most.
• Employer-Paid Life Insurance – Peace of mind for you and your loved ones.
• 401(k) with Company Match – We help you plan for the future with a solid retirement plan and employer contributions.
• Generous PTO – We believe in taking time to recharge. Enjoy vacation days, paid holidays, and personal time off.
• Paid Day Off for Your Birthday – Celebrate your day, on us.
• Growth Opportunities – Your path doesn't stop here. We promote from within and support your development every step of the way.
• Team Events & Gatherings – From barbecues to holiday parties, we value time spent building relationships beyond the desk.
• Office Culture That Respects You – Work in an environment that values your voice, respects your time, and supports your success.

Summary:

The Business Administrative Assistant provides administrative support to ensure efficient daily operations within the business unit. This role involves managing office tasks, maintaining records, assisting with scheduling, and supporting communication between internal teams and external partners. The assistant will handle routine clerical duties, prepare documents, and assist with special projects as needed.

Essential Duties and Responsibilities:

• Process material pricing and code receivers for accurate data entry.
• Assist with payroll-related tasks for the assigned business unit.
• Prepare, process, and mail approved customer invoices according to schedule.
• Maintain and update records for agreements, projects, and customer information.
• Support start-up functions for new maintenance agreements, including data entry of customers, equipment, and tasking.
• Enter and close projects, and assist with contract renewals, cancellations, and inactivation.
• Prepare and distribute special logs and reports as requested by management.
• Build and maintain positive relationships with customers, vendors, and internal teams to resolve issues and ensure smooth operations.
• Maintain confidentiality of sensitive company and customer information.
• Perform general office tasks such as filing, scanning, and document preparation.
• Respond to inquiries from customers, vendors, and internal staff professionally and promptly.
• Other duties and responsibilities as assigned.

Experience/Education:

• High school diploma or equivalent; associate degree preferred.
• 2+ years of administrative or office support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Basic understanding of office procedures and record-keeping.

Physical Demands / Working Conditions:

• Sitting for prolonged periods at a desk while using a computer.
• Frequent typing and use of a mouse throughout the workday.
• Occasionally standing and walking within the office to retrieve files or documents.
• Lifting and carrying light office supplies, such as paper or small packages, typically weighing up to ten (10) pounds.
• Reaching and bending to access file cabinets and shelves.
• Using a telephone for extended periods to communicate with customers.
• Visual acuity to read and interpret documents, emails, and computer screens.
• Hearing ability to understand and respond to customer inquiries and communicate with colleagues.